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M~veh 2g 1071
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<br />At a regular meeting of the City Council, held on March 23, 1971, there were present:
<br />
<br />Jack P. Barnes, James W. Holley, Burrell R. Johnson, R. Irvine Smith, Raymond B. Smith,
<br />Raymond Turner, A. P. Johnson, Jr., City Manager, and W. J. O'Brien, Jr., Assistant
<br />City Attorney.
<br />
<br />Absent: Isaac W. King
<br />
<br />Mayor Jack P. Barnes offered prayer.
<br />
<br /> Following the word of welcome by Mayor Barnes, the minutes of the regular meeting of
<br />March 9, 1971, were read and approved as corrected. The minutes of a special called Council
<br />meeting on March 11, 1971, were approved as read.
<br />
<br /> Mayor Barnes recognized the Girls Scout Cadet TrOops 109, 653, 673 and commended them
<br />for their work on the project "Active Citizenship Challenge". Special recognition was offere
<br />Cadet Scout Leaders - Mrs. David Cain, Mrs. Juanita Peterson, and Mrs. Barbara Matthews.
<br />
<br /> 71-116
<br />P~blic Healt_h
<br />
<br /> The following reports from the City Manager were read:
<br />
<br /> 71~115 On motion of Mr. Irvine Smith, concurrence with the City Manager's request
<br />to delay request for authorization to sign an agreement between the Virginia Port Authority
<br />and the City of Portsmouth was approved~by the f~llowing vote:
<br />
<br /> Ayes: Holley, Johnson, Irvine Smith, Raymond Smith, Turner, Barnes
<br /> Nays: None
<br />
<br /> "On February 25, 1971, bids were received f~r the furnishings, Portsmouth
<br /> Diagnostic and Treatment Center. Three bids were received as follows:
<br />
<br />(1) Everett Waddy of Norfolk $39,856.28
<br /> Va. & Richmond, Va.
<br /> (Incomplete bid)
<br />
<br />(2) Hampton Roads Paper Company $41,790;94
<br /> Norfolk, Va.
<br /> (4 items covered by an addendum
<br /> totaling $325.42 left out of bid)
<br />
<br />($) Desks, Inc. $42,243.00
<br /> Portsmouth, Va.
<br /> (Error of $310.00 made in bid for
<br /> file cabinets deducted)
<br />
<br /> Since bids were received on an item basis, and not on a lump sum submittal, the items
<br />left out by Hampton Roads Paper Company and the deduction by Desks, Inc., do not constitute
<br />an informality.
<br />
<br /> The bid of Everett Waddy was not acceptable since it did not comply wit.h al4 terms of
<br />the instructions to bidders and general c~nditions of contract. A letter received with the
<br />bid of Everett Waddy stipulated that their bid was based upon an all or none award. Instruc-
<br />tions to bidders stated that ~ward could be made on an item-by-item basis.
<br />
<br /> By awarding this bid on a low is~em~b~sis, that is, awarding to Hampton Roads Paper
<br />Company items on which they w~re low bidder, the City would realize a Savings of ~87.00 on
<br />these purchases.
<br />
<br /> To award contracts on this basis wQ~!d create certain problems, both for the City and
<br />the contractors involved, in that both contractors would be furnishing like items from the
<br />same manufacturers. This could cause some problems with responsibility
<br />
<br /> We have reached an agreement with representatives of Hampton Roads Paper Company of
<br />Norfolk, and Desks, Inc. of Portsmouth, Virginia, to award contracts by manufacturers on a
<br />Iow bid basis. Hampton Roads would receive a contract for merchandise of 10 manufacturers,
<br />totaling $15,956.58. Desks, Inc. would receive a contract for items manufacturered by 8
<br />companies, totaling $24,842.00. Bsth contracts would totml $f0,798.58. By agreement, these
<br />representatives will give ~e~City a discount of 1/2 of 1% on the to~:l cost for payment of
<br />90% within 15 days of acceptance of merchandise as received from the various manufacturers.
<br />This makes total payment by the City $40,594,58 representing a savings of $1,196.36, by
<br />awarding on this basis rather than a total award to either contractor.
<br />
<br /> I recommend that contracts be awarde:d to Hampton Roads Paper Company of Norfolk, Virgini~
<br />in the amount of $15,956.58, and to Desks, Inc. for $24,842.00."
<br />
<br /> On motion of Mr. ~lley, J~B~Brrence with the City Manager's request for authorization
<br />to award bids for the furnishing for ~the new Health Center, was adopted by the following
<br />vote:
<br />
<br />Ayes: Holley, Johnson, Irvine Smith, Raymond Smith, Turner,' Barnes
<br />Nays: None
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